Charter Buses

How to charter a bus without getting taken for a ride
By Jeff Copeland, Content Product Manager Business.com Charter buses are an effective way to herd around employees or guests for parties, tours or other events when you want to keep everyone together and on schedule. Bus rental is relatively cheap per passenger and there are many local charter bus companies offering charter buses in standard configurations so you have a good opportunity to shop around. But if the company picnic or the big-client plant tour is in your hands, you also want to make sure everyone has a quality charter-bus experience, with no scary drivers or gummy seats. So make a careful check of these points:

1. Safety and insurance records of charter bus companies.
2. Bus rental terms and conditions, including hour or mileage charges, cancellation policies, procedure in case of a charter bus breakdown.
3. Physical condition and inspection stickers of the charter buses.

Start your search for charter buses online

Charter bus companies, bus rental brokers and bus charter listing services are well represented on the web, a great way to compare deals and get bids. Remember that there is no Hertz or Avis of bus rentals, so one way or another, these sites connect you with a local bus charter company.
Try:  Try BusBank, BusRates.com, Metropolitan Shuttle, Charter Bus America or AllRoads.  Once you feel more educated, hit the Yellow Pages and try contacting more local companies directly, before deciding on your bus rental.

Pick the right charter bus style and number of charter buses to rent

The standard charter bus configurations are: motor coach or tour bus (carries 55), minibus (carries 25) and, the cheap alternative, the school bus (carries 50) but you can also find rental buses in luxury, sleeper, double-decker and trolley styles.
Try:  BusBank and BusRates.com go into detail on the various charter bus models, amenities and seating.

Check out the bus charter company

Ask to see the bus charter company's proof of insurance (a $5 million policy is customary). Look on the charter buses for stickers showing recent state inspections. Check the company's safety record online. Ask if the company intends to subcontract out your job to other charter bus companies.
Try:  The United Motorcoach Association (UMA), a trade group for charter bus operators, has a good checklist of questions to ask operators.  You can find safety records online for many charter bus companies at the federal Department of Transportation but first read the explanation from the UMA on how to use the safety record search.

Negotiate your bus charter

Bus rentals run by the hour with minimums (five hours typically) for local travel but ask about a fixed rate or quantity discount for multiple charter buses. Long trips are priced by the mile or a day rate. Settle who's responsible for any tolls, airport fees or parking charges. Expect to put down a deposit, then make a full payment 10 to 30 days in advance so check on cancellation policies.
Try:  Find a run-through of charter bus negotiation points at BusBank, BusRates.com and the United Motorcoach Association.  Read the BusBank standard contract terms for a closer look at bus rental fees and conditions.  

• Don't forget the driver! Expect to give a 10 per cent tip. And if you plan a long-distance bus charter, remember the driver needs a hotel room, too - hotels often comp the driver's room if you book a group. Also, know that federal law limits a charter bus driver's time behind the wheel in interstate travel to 10 hours, after an 8-hour rest.
• Be sure to find out if any of your passengers are in wheelchairs; if so, ask charter bus companies if they can provide ADA-compliant buses.
• Your charter bus can be an advertising vehicle - charter bus companies and bus advertising companies can arrange to wrap a rental bus or attach smaller signage.